Request for Proposal (RfP) For Purchase of Video Conferencing Equipment

Transcription

1 Small Industries Development Bank of India Request for Proposal (RfP) For Tender No. 400/2014/ 944/BYO/ITV dated April 01, 2013 Tender issue Date April 01, 2013 Pre-Bid Meeting April 09, 2013, 1130hrs Last Date for bid Submission April 22, 2013, 1530hrs Date of Opening of Pre-qualification and April 22, hrs technical bid EMD / BG in lieu of EMD `1,25,000/- Tender Form Cost `500/- Issued By: General Manager (Systems) Small Industries Development Bank of India Information Technology Vertical 3rd Floor, MSME Development Center Plot No.C-11, G Block Bandra Kurla Complex, Bandra (E), Mumbai Ph:(022) Website: The tender document should be downloaded from the websites ( or The bidders are required to pay `500/- towards tender form cost by way of DD drawn in favour of SIDBI payable at Mumbai and enclose the same in the pre-qualification / technical bid of this RfP.

2 1. Introduction and Disclaimers 1.1. Purpose of RfP The purpose of RfP is to shortlist vendors for supply, installation and support of Video Conferencing Equipment at various locations/offices. Details of the Video Conferencing Equipment under procurement are given in the subsequent sections of this tender document Information Provided The Request for Proposal document contains statements derived from information that is believed to be relevant at the date but does not purport to provide all of the information that may be necessary or desirable to enable an intending contracting party to determine whether or not to enter into a contract or arrangement with SIDBI. Neither SIDBI nor any of its employees, agents, contractors, or advisers gives any representation or warranty, express or implied, as to the accuracy or completeness of any information or statement given or made in this document. Neither SIDBI nor any of its employees, agents, contractors, or advisers has carried out or will carry out an independent audit or verification exercise in relation to the contents of any part of the document Disclaimer Subject to any law to the contrary, and to the maximum extent permitted by law, SIDBI and its officers, employees, contractors, agents, and advisers disclaim all liability from any loss or damage (whether foreseeable or not) suffered by any person acting on or refraining from acting because of any information including forecasts, statements, estimates, or projections contained in this RfP document or conduct ancillary to it whether or not the loss or damage arises in connection with any negligence, omission, default, lack of care or misrepresentation on the part of SIDBI or any of its officers, employees, contractors, agents, or advisers Costs to be borne by Respondents All costs and expenses incurred by Respondents in any way associated with the development, preparation, and submission of responses, including but not limited to; the attendance at meetings, discussions, demonstrations etc. and providing any additional information required by SIDBI, will be borne entirely and exclusively by the Respondent No Legal Relationship No binding legal relationship will exist between any of the Respondents and SIDBI until execution of a contractual agreement Recipient Obligation to Inform Itself The Recipient must conduct its own investigation and analysis regarding any information contained in the RfP document and the meaning and impact of that information Evaluation of Offers Each Recipient acknowledges and accepts that SIDBI may in its absolute discretion apply selection criteria specified in the document for evaluation of proposals for short listing / selecting the eligible vendor(s) Errors and Omissions Each Recipient should notify SIDBI of any error, omission, or discrepancy found in this RfP document Acceptance of Terms A Recipient will, by responding to SIDBI for RfP, be deemed to have accepted the terms of this Introduction and Disclaimer. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 2 of 69

3 1.10. Requests for Proposal Recipients are required to direct all communications related to this RfP, through the Nominated Point of Contact person: Contact : R K Sharma Position : General Manager (Systems) rksharma@sidbi.com, atopdar@sidbi.in, crprasad@sidbi.in Telephone : / / Fax : SIDBI may, in its absolute discretion, seek additional information or material from any of the Respondents after the RfP closes and all such information and material provided must be taken to form part of that Respondent s response. Respondents should provide details of their contact person, telephone, fax, and full address(s) to ensure that replies to RfP could be conveyed promptly. If SIDBI, in its absolute discretion, deems that the originator of the question will gain an advantage by a response to a question, then SIDBI reserves the right to communicate such response to all Respondents. SIDBI may, in its absolute discretion, engage in discussion or negotiation with any Respondent (or simultaneously with more than one Respondent) after the RfP closes to improve or clarify any response. ************ Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 3 of 69

4 2. Background 2.1. About SIDBI Small Industries Development Bank of India (SIDBI) was established in April The mission of SIDBI is to empower the Micro, Small and Medium Enterprises (MSME) sector with a view to contributing to the process of economic growth, employment generation and balanced regional development having objective to serve as a single window for meeting financial and developmental needs of MSME sector. The four basic objectives set out in the SIDBI Charter are Financing, Promotion, development and Co-ordination for orderly growth of industry in the MSME sector. The Charter has provided SIDBI considerable flexibility for adopting appropriate operational strategies to meet these objectives. The activities of SIDBI, as they have evolved over the period of time, now meet almost all the requirements of sector which fall into a wide spectrum constituting modern and technologically superior units at one end and traditional units at the other. The bank provides its services through a network of branches/ offices located all over India. Detailed information on the functions of the bank is provided on the website Current Setup Currently, SIDBI has installed Radvision Scopia Elite 5110, 10 port HD MCU at Mumbai with iview suite containing gatekeeper & scheduler, Scopia desktop server, Scopia desktop pro clients (software based) and pathfinder. In addition to the above, SIDBI also installed Polycom RMX 1500 which is primarily used as ISDN gateway. SIDBI has mix of HD and SD equipment installed at various locations/offices. The equipment installed at various locations/offices are Aethra Vega X3/X5 endpoints, Polycom HD equipment, Polycom executive systems and desktop clients are deployed. Presently, Video Conferencing is carried on IP over MPLS VPN and ISDN Tender Objective SIDBI intends to enhance video conferencing facility and it intends to procure the following equipment: S.N. Category Item Description Qty. Location (Delivery/Installation and Support) 1 2 A (HD End point) B (Executive System) Full High Definition Videoconferencing Codec, High Definition Camera (dual), Microphone, Remote Control with all accessories / cables etc.. Detailed Technical Specifications given in Annexure III(1). The equipment should be state-of-theart, desktop based HD video conferencing system with built in camera and minimum 24 HD LCD display, 16:9 aspect ratio, microphones, 2 no of built in stereo speakers & integrated dial key Ahmedabad 2. Bangalore 3. Baroda 4. Bhubhaneshwar 5. Chandigarh 6. Coimbatore 7. Guwahati 8. Hyderabad 9. Indore 10. Jaipur 11. Faridabad 12. Pune New Delhi & 2. Lucknow Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 4 of 69

5 3 4 C (MCU) D Call Control and Conference conductor pad from the same OEM. The display should also have the ability and necessary interfaces to be used as a PC screen. Detailed Technical Specifications given in Annexure III(2). MultiPoint Control Unit (MCU) of 15port 1080p Detailed Technical Specifications given in Annexure III(3). Call Control and Conference conductor. Detailed Technical Specifications given in Annexure III(4). 01 Mumbai (BKC) 01 Mumbai (BKC) 5 E Streaming and Recording Server The bidder to note that: Recording and Streaming Server. Detailed Technical Specifications given in Annexure III(5). 01 Mumbai (BKC) All the video conferencing equipments (Category A to Category E) quoted under this tender should be from same OEM. Mix and match of OEM equipments will not be accepted Software based solutions are not accepted All equipments should be IPv4 and IPv6 ready from day one All equipments should support 1080p from day one without addition of any additional hardware or software The technical specifications specified in Annexure III are minimum specifications and the equipments quoted by bidders should have all the minimal functionality enabled from day one The Bank reserves the right to alter the quantities or locations specified in the offer in the event of changes in plans of the Bank. The same shall be advised at the time of placing the order with L1 vendor(s) Bank reserve the right to place the order with respective bidder for all the items in single or multiple lots within the bid validity period The purpose behind issuing this RfP is to invite pre-qualification, technical and commercial bids from the eligible bidders and selection of bidder(s) for the above purpose The selection process consists of three phases viz., 1) Pre-Qualification / Minimum Eligibility Criteria 2) Technical Evaluation and 3) Commercial Evaluation 2.4. Scope of Work The Scope of Work involves: Supply and installation of video conferencing equipment complying with the technical specifications given in Annexure III, along with software, accessories and necessary documents/manuals at respective locations Configuration and Integration of all the equipments supplied with existing video conferencing equipments installed at SIDBI. Integration involves changes to be made in configuration of existing video infrastructure (MCU, Gatekeeper, Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 5 of 69

6 Scheduler, Pathfinder etc) installed in the Bank premises to enable all the equipment to work in tandem Prior to configuration and Integration of the new equipment with the existing equipment, the bidder needs to study the existing setup at Mumbai and prepare detailed implementation plan. The implementation plan includes configuration changes required for existing equipment and Industry best practices in implementation of all the devices. On approval of the same by Bank, integration needs to be carried out. This activity to be carried out immediately after placing of order with the bidder to avoid delay in implementation Bidder to deploy trained engineer on-site at Mumbai to carry out the same Warranty, Support and AMC Warranty and support The Warranty shall be: On-site, comprehensive and BACK-TO-BACK from OEM for a period of 3 years from the date of acceptance Advanced replacement of hardware Software updates and upgrades at no cost to Bank L2 support from OEM On-site support from bidder for day to day operational issues as and when arises AMC On-site, comprehensive and BACK-TO-BACK from OEM for a period of 3 years from the date of acceptance Advanced replacement of hardware Software updates and upgrades at no cost to Bank L2 support from OEM On-site support from bidder for day to day operational issues as and when arises Training The bidder shall impart the training to the banks officials during installation of ordered devices at respective locations. The training should include, explaining all the features and capabilities of video conferencing equipment, trouble identification, troubleshooting and routine maintenance of the Video Conferencing equipment supplied In case of equipments delivered at Mumbai the bidder to provide complete training on operations of the equipment for a period of 3 days to at least two officials In addition to the above, the bidder also to provide complete technical training to one SIDBI official by OEM / authorized partner on video conferencing equipment supplied at Mumbai i.e. MCU, Call Control and Conference Conductor, Recording and Streaming Server. The training should be OEM authorized course for the above three equipments and should be hands on Periodic preventive maintenance of hardware, once in quarter for video infrastructure (MCU, call control and conference conductor, recording and streaming server) and half yearly for video conferencing end points by the bidder. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 6 of 69

7 Any corruption in the Software or media shall be rectified during the full period of the contract including Warranty and AMC, if contracted, at no extra cost to the Bank The bidder to note that, the Bank reserves the right to modify/update the parameter files/configuration with required awareness of its consequences and any such modification/updation will be recorded for information of the selected bidder The bidder to note that, the Bank reserves the right to upgrade the equipment for additional functionality during the contract period by enabling license or addition of module/card, procured directly from the bidder or through open tender The System spare parts/services, as and when required, and complete maintenance of the Systems during warranty period and AMC period (if contracted), shall be supported for a period not less than 6 years (Warranty and AMC) from the date of acceptance of the System by the Bank Submission of relevant documents / reports, at respective locations Submission of Installation reports duly signed, stamped and dated by the SIDBI officials of respective locations Tender Methodology The tender methodology proposed to be adopted by SIDBI will be THREE Bid System i.e., Pre-qualification criteria/minimum Eligibility Criteria, Technical Bid and Commercial Bid Bidders who qualify in the pre-qualification criteria/minimum eligibility criteria would only be considered for evaluation of Technical bids The bidders whose technical bids satisfies the minimum technical specifications given in the tender and secure 80% or more in bidder and OEM experience and support which is parameterized shall be short listed for commercial evaluation. Refer to section 3.17 of this RfP for detailed evaluation methodology All bidders who qualify the technical evaluation as stated above shall be qualified for commercial opening and they shall be separately notified in writing (mail / letter) about the date and time of opening of commercials SIDBI would enter into contract with the bidder(s) whose commercial bids are determined as Lowest Commercial Bid [L1] Pre-Qualification Criteria [Minimum Eligibility Criteria]: Interested bidders who qualify the following minimum eligibility criteria may respond: S.N. Criteria Proof to be Submitted 1 The bidder should be a registered company incorporated in India, registered under Copy of registration certificate to be enclosed. Company act The bidder should be Original Equipment Manufacturer [OEM] or authorized partner of OEM. In case of authorized partner of OEM the bidder should submit Manufacturer Authorization Form as per format given in Annexure- V. 3 The bidder should be in the business of supply, installation, configuration, MAF as per format to be submitted. Proof of same to be attached by way of purchase order OR Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 7 of 69

8 S.N. Criteria Proof to be Submitted maintenance and support of video Project Completion Certificate conferencing equipment for at least five [5] years as on March, 31, from the customer by mentioning the time frame clearly etc.. 4 The OEM should be in the business of supply, installation, configuration, maintenance and support of video conferencing equipment for at least seven [7] years as on March 31, The bidder should have a minimum average annual turnover of `15 crore over the last three (3) financial years. 6 The bidder should have positive networth and cash profit [ie., no cash loss] in 2 years out of last 3 years. 7 The bidder must have a currently valid Sales Tax / VAT / Service tax registration certificate and PAN number. 8 The bidder MUST HAVE SUPPORT OFFICE at Mumbai. Certification / Undertaking letter from OEM is to be submitted clearly mentioning the details and projects where equipment are implemented and providing support. Supporting the fact the bidder should furnish CA certificate giving the details of turnover, networth and profit for last three years ending March 31, Copies of Sales Tax / VAT / Service tax / PAN to be enclosed. Details of support center (address, contact details etc) at Mumbai to be submitted In the tender either the bidder on behalf of the Principal / OEM or Principal / OEM itself can bid but both cannot bid simultaneously for the same make/model of the item in the same tender If a bidder submits bid on behalf of the Principal/OEM, the same bidder shall not submit bid on behalf of another Principal /OEM in the same tender for the same item/product Proposals of bidders who do not fulfill the above criteria or who fail to submit documentary evidence thereon may be disqualified/rejected Schedule of Events 1 Tender No. 400/2014/ 944/BYO/ITV Dated April 01, Purpose of RfP 3 Date of Issue of RfP April 01, Earnest Money Deposit [EMD]: `1,25,000/- 5 Date of Pre-bid meeting April 09, 2013, 11:30am 6 Last date for submission of bids April 22, 2013 at 3:30 pm 7 Address for submission of bids The General Manager(Systems) Small Industries Development Bank of India MSME Development Center, 3 rd Floor Information Technology Vertical Plot No.C-11, G Block, Bandra Kurla Complex, Bandra [East], Mumbai Bid Validity Proposals shall remain valid 180 days from the date of submission of bids 9 Date of Opening of Pre-qualification] / April 22, 2013 at 4:00 pm Technical bid 10 Date of Opening of Commercial bid To be announced at a later date after the technical evaluation is completed. Only technically short listed bidders shall be notified in writing or through mail. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 8 of 69

9 11 Venue for pre-bid meeting & Opening SIDBI, MSME Development Center of bids. 3 rd Floor, Information Technology Vertical, Plot No.C-11, G Block, Bandra Kurla Complex, Bandra(E), Mumbai Contact Details Name Designation Phone Fax C R Prasad AGM (Systems) crprasad@sidbi.in Asish Topdar DGM(Systems) atopdar@sidbi.in R K Sharma GM(Systems) rksharma@sidbi.in ****************** Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 9 of 69

10 3. Instruction to Bidders The Bidders are expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required by the bidding documents may result in the rejection of its bid and will be at the bidder's own risk Clarification of Bids The bidder or its official representative is invited to attend pre-bid meeting to be held on April 09, 2013 at 11:30 hours at the venue mentioned in Section 2.7 (11). It would be the responsibility of the Bidders representatives (only one person per vendor) to be present at the venue of the meeting Clarification sought by bidder should be made in writing (Letter/ /FAX etc) and submitted latest by April 08, 2013, 1200 hours. Bank has discretion to consider any other queries raised by the bidder s representative during the pre-bid meeting The text of the clarifications asked (without identifying the source of enquiry) and the response given by the Bank, together with amendment to the bidding document, if any, will be posted on the Bank ( website and CPP Portal ( latest by April 12, No individual clarifications will be sent to the bidders. It would be responsibility of the bidder to check the websites before final submission of bids Amendment to the bidding document At any time prior to the date of submission of Bids, the Bank, for any reason, may modify the Bidding Document, by amendment In order to allow prospective Bidders reasonable time in which to take the amendment into account in preparing their Bids, the Bank, at its discretion, may extend the deadline for the submission of Bids The amendment will be posted on Banks website ( and CPP portal ( All Bidders must ensure that such clarifications/amendments have been considered by them before submitting the bid. Bank will not have any responsibility in case some omission is done by any bidder Language of Bid The bid prepared by the Bidders as well as all correspondence and documents relating to the Bid exchanged by the Bidder and the Bank and supporting documents and printed literature shall be written in English Documents Comprising the Bid The bid shall consist of Pre-qualification/ minimum eligibility criteria, Technical bid and Commercial bid Documents comprising the Pre-qualifications-cum-Technical Bid should be: Bid Forwarding Letter / Compliance Certificate as per Annexure I Pre-Qualification Criteria / minimum eligibility criteria as per Annexure II Technical Bid as per Annexure - III Masked commercial Bid without indicating the price as per Annexure IV should be submitted MAF as per Annexure V Undertaking of authenticity Annexure VI Service Support Details as per Annexure VII. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 10 of 69

11 Power of Attorney for authorized signatory Annexure VIII Bank Mandate Form as per Annexure XII DD/Pay Order of `500/- towards EMD DD/ Pay Order or BG (as per Annexure IX) for `1,25,000/- towards EMD Data sheets/printed literature of all the equipment being quoted Documents comprising the Commercial Bid should be: Commercial bid as per Annexure IV Signing, Sealing and Marking of Bids The Bid shall be typed and shall be signed by the Bidder or a person or persons duly authorised (on whose name power of attorney is submitted) to bind the Bidder to the Contract Power of Attorney of the person authorized to sign the bid as per format given in Annexure - VIII is to be submitted. The Bidder shall seal the bids in nonwindow envelopes containing the documents as under: st Envelope (Superscribing Tender No 400/2014/944/BYO/ITV Prequalification / Technical Bid ): a) DD/ Pay order / BG towards EMD. b) DD/ Pay order towards tender cost. c) Bid Forwarding Letter. d) Pre-qualification/ Minimum Eligibility Criteria Form. e) Technical Bid. f) Manufacturer s Authorisation Form (MAF). g) Masked (blank) Commercial Bid h) Service support Details & Matrix i) Power of Attorney j) Bank Mandate Form Note: Under no circumstances the Commercial Bid should be kept in Technical Bid Covers. The placement of Commercial Bid in Pre-qualification / Technical Bid covers will make bid liable for rejection nd Envelope (Superscribing Tender No 400/2014/944/BYO/ITV Commercial Bid ): a) Commercial bid On the cover of each envelop name and address of bidder along with contact number should be clearly indicated The envelope(s) shall be addressed to the Bank at the address given below: The General Manager (Systems) Small Industries Development Bank of India MSME Development Center, 3rd Floor, Information Technology Vertical Plot No.C-11, 'G' Block Bandra Kurla Complex, Bandra (East) Mumbai If the envelop(s) are not sealed and marked as indicated above, the Bank will assume no responsibility for the Bid's misplacement or its premature opening. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 11 of 69

12 3.6. Erasures or Alterations The offers containing erasures or alterations will not be considered until it is duly signed and stamped by the aurhorised signatory. There should be no hand-written material, corrections or alterations in the offer. Technical details must be completely filled in. Correct technical information of the product being offered must be filled in. Filling up of the information using terms such as OK, accepted, noted, complied, as given in brochure / manual is not acceptable. The Bank may treat such offers as not adhering to the tender guidelines and as unacceptable Bid Currency Bids should be quoted in Indian Rupee only Earnest Money Deposit (EMD): All the responses must be accompanied by a refundable INTEREST FREE security deposit of amount of `1,25,000/ EMD should be in the form of: Demand Draft / Banker s Cheque in favour of Small Industries Development Bank of India payable at Mumbai OR Bank guarantee (BG) from a Scheduled Commercial Bank valid for a period of 6 months from the last date of submission of bid and strictly in the format as prescribed in Annexure - IX Any bid received without EMD in proper form and manner shall be considered unresponsive and rejected Request for exemption from EMD (Security Deposit) will not be entertained The EMD amount / BG of all unsuccessful bidders would be refunded immediately upon happening of any the following events: Issue of LoI / purchase order to the successful bidder OR The end of the bid validity period, including extended period (if any) OR Receipt of the signed contract from the selected Bidder Successful Bidder will be refunded the EMD amount / BG only after acceptance of the equipment by SIDBI and submission of performance guarantee by the bidder In case the acceptance of equipment is delayed due any reasons beyond the bank s purview, successful bidder shall have the BG validity extended for a period of three months till the equipment is accepted by the bank The bid security (EMD) may be forfeited: If a Bidder withdraws its bids during the period of bid validity If a Bidder makes any statement or encloses any form which turns out to be false/ incorrect at any time prior to signing of the contract In case of successful Bidder, if the Bidder fails to accept the LOI / Purchase order or sign the contract or fails to furnish performance guarantee. Further, the bidder would be banned for a period of 3 years from subsequent bidding in any of the Banks tenders Delivery and Installation Schedule The Bidder should deliver the goods within EIGHT WEEKS FROM THE DATE OF PURCHASE ORDER. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 12 of 69

13 Delivery of the Goods shall be made by the Supplier in accordance with the terms of the Purchase Contract. The bidder should take responsibility of the Goods till it reaches the delivery destination as informed by Bank, transport to such place of destination in India, including insurance and storage, as shall be specified in the Contract, shall be arranged by the Supplier. Bidder shall arrange the Road Permits or any other document wherever required. Any letter required for this will be given by the Bank The Bank will not be in a position to supply Form-C or Form-D and bidder will have to arrange for Form 31 or 32 or any other road permit, if required, on behalf of SIDBI The Bidder shall install the equipment and integrate with existing video conferencing infrastructure within THREE weeks from the date of delivery of the equipment at respective locations After completion of installation the bidder should obtain sign-off on the Installationcertificate from the Bank official at respective locations. SIDBI will carry out acceptance of hardware as per acceptance test plan. In order to facilitate the bidder and the Bank single acceptance date would be calculated for all the equipments supplied as part of the tender Installation will be treated as incomplete in one/all of the following situations: Non-delivery of any equipment or other components viz. accessories, documentation, software/ drivers media mentioned in the order Non-delivery of supporting documentation Delivery, but no installation of the components and/or software System operational, but unsatisfactory to the Bank The Bank will consider the inability of the Bidder to deliver or install the equipment within the specified time limit, as a breach of contract and would entail the payment of Liquidation Damages on the part of the Bidder The liquidation damages represent an estimate of the loss or damage that the Bank may have suffered due to delay in performance of the obligations (relating to delivery, installation, operationalisation, implementation, training, acceptance, warranty, maintenance etc. of the deliverables) by the Bidder The Bank shall, without prejudice to its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum as specified in General Terms and Conditions Products shall be supplied in a ready to use condition along with all Cables, Connectors, Software Drivers, Manuals and Media etc Delivery and Documents: The details of shipping and/or other documents to be furnished by the Supplier are specified hereunder Original copy of the duly signed challan with name, designation, date and seal of the office concerned affixed Original copy of Supplier s invoices showing contract number, goods description, quantity, unit price and total amount; Inspection Certificate issued by the nominated inspection agency, if any, and the Supplier s factory inspection report and Quality Control Test Certificates. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 13 of 69

14 3.11. Delivery Location The details of locations for delivery, installation and support is given in Annexure X Period of Validity of Bids Prices and other terms offered by Bidders must be firm for an acceptance period of 180 days from date of closure of this RfP In exceptional circumstances the Bank may solicit the Bidders consent to an extension of the period of validity. The request and response thereto shall be made in writing. The Bid security provided shall also be extended Bank, however, reserves the right to call for fresh quotes at any time during the period, if considered necessary Deadline for submission of Bids The bids must be received by the Bank at the specified address not later than April 22, 2013, 1530hours In the event of the specified date for the submission of bids, being declared a holiday for the Bank, the bids will be received up to the appointed time on the next working day The Bank may, at its discretion, extend the deadline for submission of Bids by amending the Bid Documents, in which case, all rights and obligations of the Bank and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended Late Bids Any bid received by the Bank after the deadline for submission of bids prescribed by the Bank will be rejected and returned unopened to the bidder Modification And/ Or Withdrawal of Bids: The Bidder may modify or withdraw its bid after the bid s submission, provided that written notice of the modification including substitution or withdrawal of the bids is received by the Bank, prior to the deadline prescribed for submission of bids The Bidder modification or withdrawal notice shall be prepared, sealed, marked and dispatched. A withdrawal notice may also be sent by Fax and followed by a signed confirmation copy received by the Bank not later than the deadline for submission of bids No bid may be modified or withdrawn after the deadline for submission of bids Bank has the right to reject any or all bids received without assigning any reason whatsoever. Bank shall not be responsible for non-receipt / non-delivery of the bid documents due to any reason whatsoever Opening of Bids by the Bank On the scheduled date and time, bids will be opened by the Bank Committee in presence of Bidder representatives. It is the responsibility of the bidder s representative to be present at the time, on the date and at the place specified in the tender document. The bidders representatives who are present shall sign a document evidencing their attendance If any of the bidders or all bidders who have submitted the tender and are not present during the specified date and time of opening it will be deemed that such bidder is not interested to participate in the opening of the Bid/s and the bank at its discretion will proceed further with opening of the technical bids in their absence. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 14 of 69

15 The Bidder name and presence or absence of requisite EMD, RfP cost (if any) and such other details as the Bank, at its discretion may consider appropriate will be announced at the time of technical bid opening. No bid shall be rejected at the time of bid opening, except for late bids which shall be returned unopened to the Bidder Bids that are not opened at Bid opening shall not be considered for further evaluation, irrespective of the circumstances. Withdrawn bids will be returned unopened to the Bidders Evaluation Methodology Clarification of bids During evaluation of Bids, the Bank, at its discretion, may ask the Bidders for clarifications of their Bids. The request for clarification and the response shall be in writing (Fax/e- Mail), and it should be submitted within the time stipulated by the Bank. No change in the price of substance of the Bid shall be sought, offered or permitted Preliminary Examinations The Bank will examine the Bids to determine whether they are complete, the documents have been properly signed, supporting papers/ documents attached and the bids are generally in order The Bank may, at its sole discretion, waive any minor infirmity, nonconformity or irregularity in a Bid which does not constitute a material deviation, provided such a waiver does not prejudice or affect the relative ranking of any Bidder Prior to the detailed evaluation, the Bank will determine the substantial responsiveness of each Bid to the Bidding document. For purposes of these Clauses, a substantially responsive Bid is one, which conforms to all the terms and conditions of the Bidding Document without material deviations. Deviations from or objections or reservations to critical provisions, such as those concerning Bid security, performance security, qualification criteria, insurance, Force Majeure etc will be deemed to be a material deviation. The Bank's determination of a Bid's responsiveness is to be based on the contents of the Bid itself, without recourse to extrinsic evidence. The Bank would also evaluate the Bids on technical and functional parameters including possible visit to inspect live site(s) of the bidder, witness demos, bidders presentation, verify functionalities / response times etc If a Bid is not substantially responsive, it will be rejected by the Bank and may not subsequently be made responsive by the Bidder by correction of the nonconformity The Bidder is expected to examine all instructions, forms, terms and specification in the Bidding Document. Failure to furnish all information required by the Bidding Document or to submit a Bid not substantially responsive to the Bidding Document in every respect will be at the Bidder's risk and may result in the rejection of its Bid Minimum Eligibility Based on responses to Minimum Eligibility Criteria, Bidder [Service Provider] will be short listed for technical evaluation further. Proposals, which are not meeting the Minimum Eligibility Criteria, will not be considered further for technical evaluation. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 15 of 69

16 Technical Evaluation Pursuant to the evaluation of pre-qualification/ minimum eligibility criterion mentioned above, bidders will be short-listed for technical evaluation. Technical evaluation will be carried out only for the bidders who succeed the pre-qualification criterion. SIDBI will review the technical bids of the shortlisted bidders [who qualify the minimum eligibility criteria] to determine whether the technical bids are substantially responsive. Bids that are not substantially responsive are liable to be disqualified at SIDBI s discretion Bank may waive off any minor infirmity or nonconformity or irregularity in a bid, which does not constitute a material deviation, provided such a waiving, does not prejudice or effect the relative ranking of any bidder The shortlisted bidders will be called for presentation on the solution based on the technical bids submitted by them to make an evaluation. Such presentations will become part of the technical bid. SIDBI will not pay/ reimburse any expenditure incurred by the vendor for arranging the demonstration, presentations or site visits Bidders are requested to be prepared to demonstrate, through presentations and / or site visits, as part of the evaluation in accordance with the responses given for the identified requirements, within a short period after the last date of the submission of proposals. Accordingly, SIDBI will communicate a date and time to all Bidders During technical evaluation, SIDBI may interact with the customer references submitted by the bidder Bidders offerings should qualify the minimum technical specifications given in the technical bid All bidders who comply the minimum technical specification would be further evaluated based on the experience and support of bidder and OEM, which are parameterized with a total weightage of 200. The bidders securing 80% or more would be finally shortlisted for commercial evaluation. In the event there are less than three bidders securing more than 80%, top three bidders would be shortlisted for commercial evaluation. Commercial evaluation would be based on least price (L1) The Parameters of the Technical evaluation are broadly as follows: Commercial Evaluation S.N Parameter Weightage 1 Bidders experience and support OEM experience and support Total Bidders who qualify the technical evaluation as given above, would be shortlisted for opening of commercials SIDBI will award the contract to the successful bidder(s) whose bid has been determined to be substantially responsive and has been determined as the Lowest Commercial bid (L1) L1 would be based on TCO for SIX years i.e. L1=X+Y+X, where: I. X = Cost of all video conferencing equipment inclusive of all taxes and back to back warranty from OEM for a period of three years. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 16 of 69

17 II. Y = AMC of all the video conferencing equipment for a period of three years at present values. Service tax to be paid extra on actual prevailing in respective year. III. Z = One time Implementation, training charge etc, inclusive of all taxes. IV. L1 = X +Y + Z V. The Present Value (PV) for the AMC component per year will be calculated as per the following formula: Arithmetic errors correction C (1+ r) n Where: 'C' is the annual AMC amount of each year. 'r' is Banks Base Rate which for calculation purpose is taken as 12.50%. 'n' is number of years, i.e. 'n' is 1 for 1st year, 2 for 2nd year and 3 for 3 rd year. Arithmetic errors, if any, in the price break-up format will be rectified on the following basis: If there is discrepancy between the unit price and the total price, which is obtained by multiplying the unit price with quantity, the unit price shall prevail and the total price shall be corrected unless it is a lower figure If there is discrepancy in the unit price quoted in figures and words, the unit price, in figures or in words, as the case may be, which corresponds to the total bid price for the item shall be taken as correct If the vendor has not worked out the total bid price or the total bid price does not correspond to the unit price quoted either in words or figures, the unit price quoted in words shall be taken as correct If the unit price quoted by the bidder in figures and in words are equivalent but the total bid price of the item has not been worked out correctly, the unit price quoted by the bidder shall be taken as correct The bidders, for whom arithmetic corrections are warranted / required, must accept the arithmetic corrections in writing / mail, within a specified date and time as may be decided by the Bank, or their bid should be rejected Bank may waive off any minor infirmity or nonconformity or irregularity in a bid, which does not constitute a material deviation, provided such a waiving, does not prejudice or effect the relative ranking of any bidder No Commitment to Accept Lowest or Any Offer The Bank reserves its right to reject any or all the offers without assigning any reason thereof whatsoever The Bank will not be obliged to meet and have discussions with any bidder and/ or to entertain any representations in this regard The bids received and accepted will be evaluated by the Bank to ascertain the best and lowest bid in the interest of the Bank. However, the Bank does not bind itself to accept the lowest or any Bid and reserves the right to reject any or all bids at any point of time prior to the order without assigning any reasons whatsoever. The bank reserves the right to re-tender. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 17 of 69

18 The bidder including those, whose tender is not accepted shall not be entitled to claim any costs, charges, damages and expenses of and incidental to or incurred by him through or in connection with his submission of tenders, even though the Bank may elect to modify / withdraw the tender Conditional Bids Conditional bids shall not be accepted on any ground and shall be rejected straightway. If any clarification is required, the same should be obtained before submission of bids Proposal Ownership The proposal and all supporting documents submitted by the bidder shall become the property of the Bank Contacting the Bank Bidder shall NOT contact the Bank on any matter relating to its Bid, from the time of opening of Bid to the time a communication in writing about its qualification or otherwise received from the Bank Any effort by the Bidder to influence the Bank in its decisions on Bid evaluation, Bid comparison may result in the rejection of the Bidder s Bid Award of Contract The Bank reserves the right at the time of award of contract to increase or decrease of the quantity of goods or services or change in location where equipments are to be supplied from what was originally specified while floating the tender without any change in unit price or any other terms and conditions. *************** Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 18 of 69

19 4. General Terms and Conditions 4.1. Definitions In this Contract, the following terms shall be interpreted as indicated: The Bank means Small Industries Development Bank Of India (SIDBI); The Contract means the agreement entered into between the Bank, represented by its Head Office / Zonal Offices and the Supplier, as recorded in the Contract Form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein; The Contract Price means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations; The Goods means all of the equipment, machinery, and/or other materials which the Supplier is required to supply to the Bank under the Contract; The Services means those services ancillary to the supply of the Goods, such as transportation and insurance, and any other incidental services, such as installation, commissioning, provision of technical assistance, training and other such obligations of the Supplier covered under the Purchase Contract; The Supplier or the Vendor or the Bidder means the individual or firm supplying or intending to supply the Goods and Services under this Contract; and The Project Site means various Head Office/Branches/Administrative offices of Small industries Development Bank of India Use of Contract Documents and Information The Supplier shall not, without the Bank s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the Bank in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance The Supplier will treat as confidential all data and information about the Bank, obtained in the execution of his responsibilities, in strict confidence and will not reveal such information to any other party without the prior written approval of the Bank Subcontracts The Supplier shall not assign to others, in whole or in part, its obligations to perform under the contract, except with the Bank s prior written consent The Supplier shall notify and obtain concurrence from the Bank in writing of all subcontracts / Franchisees awarded under the Contract, if not already specified in the quotation. Such notification, in the original quotation or later, shall not relieve the Supplier from any liability or obligation under the Contract Price Prices quoted by the bidders should include all local taxes, VAT, duties, levies, transportation costs, back to back support with OEM during warranty, insurance costs etc., till the bid validity period Once a contract price is arrived at, the same must remain firm and must not be subject to escalation during the performance of the contract due to fluctuation in foreign currency, change in the duty/tax structure, changes in costs related to the materials and labour or other components or for any other reason Octroi, alone, if applicable, will be reimbursed as at actual, on production of the original octroi paid receipt in the name of the Bank.

20 The Bank will not be in a position to supply Form-C or Form-D and vendor will have to arrange for Form 31 or 32 or any other road permit, if required, on behalf of SIDBI No other cost whatsoever will be paid by SIDBI Further, subsequent to the orders being placed/ agreement executed, the Bidder shall pass on to the Bank all fiscal benefits arising out of reductions in Government Levies viz., Sales Tax, Excise Duty, Custom Duty etc. Otherwise rates are firm during the entire contract period Terms of Payment The standard payment terms of SIDBI are given below: % payment after delivery and verification of items and on submission of duly signed in delivery challans and submission of detailed implementation plan. The vendor has to claim octroi paid, if any along with this payment % payment after installation, integration, commissioning, demonstration of all features, training etc and satisfactory working for a period of one week and qualifying the acceptance criteria % on submitting performance Bank Guarantee equivalent to 10% of the contract value. The BG shall be valid for a period of 36 MONTHS from the date of acceptance with invocation period of additional THREE months beyond expiry of warranty i.e, 36 months + 3 months. The performance bank guarantee should be as per the format given in Annexure XI All the payments including release of EMD will be made by SIDBI, Mumbai electronically through RTGS/ NEFT. Bidders to submit Bank Mandate Form (as per Annexure XII) along with cancelled cheque in original with technical bid. Bidders who had already submitted original Bank Manadate Form to SIDBI as part of other transactions should duly fill in the above Annexure and the aurthorised person to duly sign and stamp the same Bidder will be required to furnish the documentary proof of delivery [delivery challan] and installation report duly signed by SIDBI officials of respective locations, proof of back-to-back warranty arrangement certificate while claiming the payment Bidder will be entirely responsible for all applicable present and future, duties, levies, charges, license fees, VAT etc. in connection with delivery of goods at site including incidental services and commissioning Non-Readiness of Site for Installation In case the Installation/ATP of ordered hardware is pending in any location beyond three weeks from date of delivery on account of non-readiness of the site by the bank, relevant payment shall be released only against submission of Installation/ATP report duly certified by the bank's officals and bidder's representative mentioning that site not ready with reason in the report during their visit made by the bidder for installation/acceptance and also submission of financial Bank Guarantee of value equivalent to the payment claim made along with an undertaking letter to complete the installation process as per Scope of Work mentioned in this RFP, as and when the sites become ready for installation/acceptance. The bank shall communicate to the bidder whenever readiness of site/s for hardware installation the bidder shall make visit/s without any cost to the bank till the scope of work completed The Bidder must accept the payment terms proposed by the Bank. The financial bid submitted by the Bidder must be in conformity with the payment terms proposed by the Bank. Any deviation from the proposed payment terms would not be accepted. Tender No.400/2014/944 /BYO/ITV Dated April 01, 2013 Page 20 of 69